Should you buy an ID card printer — or outsource your staff ID cards?
Should you buy an ID card printer - or outsource your staff ID cards?
Buying your own ID card printer gives you control, but also means managing the equipment, supplies and printing. Outsourcing removes that workload - but which option makes more sense for your organisation?
Own an ID card printer
Buy the equipment, consumables and software, then print cards internally.
Manage through CardHero
Manage your cards online while CardHero handles the professional printing.
Buying a printer is only the beginning
Printing cards yourself gives you direct access to card production, but it also means taking responsibility for the equipment, supplies and day-to-day printing process.
ID card printer
The initial hardware investment is only the first part of an in-house setup.
Cards & ribbons
Blank cards, printer ribbons and other consumables need to be stocked and reordered.
Software
You need a way to create, update and manage your staff ID card designs.
Cleaning & maintenance
Card printers need cleaning and occasional maintenance to keep them producing reliable results.
Troubleshooting
Print quality, ribbons, drivers and hardware problems become an internal responsibility.
Staff time
Someone still needs to collect the information, prepare each card and operate the printer.
Let someone else handle the printing
Outsourcing means you do not need to purchase, maintain or operate an ID card printer.
Traditional outsourcing, however, can still involve emailing photos, sending spreadsheets backwards and forwards and repeating the process whenever someone new joins.
CardHero combines professional outsourced printing with an online portal where you can manage your staff cards whenever you need them.
Need an ID card design? We can help with that too.
You do not need to arrive with finished artwork. We can create your staff ID card design around your organisation, branding and the information you want displayed.
We will share the artwork with you, take your feedback and refine the design with you until you are happy with it.
Already have your own ID card design? No problem. Send us your existing artwork and we can work from that instead.
Need us to create it?
Share your branding and requirements and we will create the card artwork for you. Review it, send us your feedback and we will refine it with you until you are happy.
Already have artwork?
If your organisation already has an approved ID card design, send it to us. We can use your existing artwork rather than creating a new design from scratch.
In-house printing vs CardHero
The right approach depends on what your organisation needs. Here is how the practical responsibilities differ.
| Requirement | Own an ID card printer | CardHero |
|---|---|---|
| Purchase printing hardware | Required | Not required |
| Stock cards & ribbons | Managed internally | Handled by CardHero |
| Printer cleaning & maintenance | Your responsibility | No printer to maintain |
| ID card artwork & design | Create and manage internally | We can create the design with you, or use artwork you already have |
| Manage staff card details | Yes | Yes — through your portal |
| Saved ID card design | Depends on your software | Stored for repeat ordering |
| New starters & replacements | Print internally | Order through your account |
| Staff submit their own details | Depends on your internal process | Available with Magic Link |
| Printing responsibility | Your team | CardHero |
| Lanyards & accessories | Source separately | Available alongside your cards |
A printer doesn't collect staff photos for you
Even when you print cards in-house, somebody still has to collect each person's photo, name, job title and other information.
With CardHero Magic Link, send your employee a link and let them upload their own photograph and details directly from their phone.
You then review and approve the information before their ID badge is ordered.
Add your details
Add your information and a photo for your staff ID badge.
Different organisations need different things
An in-house printer can be the right choice for some organisations. For others, outsourcing removes equipment and printing from the workload.
You need frequent, immediate printing
You want the cards without the printing setup
Everything around your staff ID cards
CardHero can help with more than simply producing a standard staff badge.
Magic Link
Let staff upload their own photograph and details from their phone, ready for you to review and approve.
Eco-friendly options
Choose alternative card options when sustainability is important to your organisation.
Access-control cards
We can print staff identification onto compatible access-control cards, helping combine identification and door access.
Lanyards & accessories
Choose card holders, pre-printed lanyards or personalised lanyards featuring your own branding.
Plan for the year - not just today's order
Think about how many staff ID cards you are likely to need over the next 12 months, including new starters, replacements and expected growth.
Buy credits based on your expected requirement to access better value per card - without having to order all of those physical cards at once.
Order what you need today and keep the remaining credits in your CardHero account ready for whenever you need more.
Get the staff ID cards you need - without running your own printing setup
Let us create your card design or send us artwork you already have. Manage your staff and order cards whenever you need them through CardHero. You manage the process. We take care of the printing.
See how CardHero works →Decided an ID card printer is right for you? We can help with that too.
If printing your own cards makes more sense for your organisation, you don't need to go elsewhere. Through Lesar UK, the company behind CardHero, you can source the equipment and supplies you need to build your own in-house ID card printing setup.
ID Card Printers
Choose from a range of ID card printers for different print volumes, card types and requirements.
Ribbons & Blank Cards
Get the correct printer ribbons, blank cards and consumables for your chosen printer.
ID Card Software
Create and manage your own staff card designs using compatible ID card printing software.
Lanyards & Accessories
Complete your setup with card holders, lanyards and other staff identification accessories.
Use CardHero and let us handle the printing - or build your own in-house setup with Lesar UK.